Project Management and Monitoring & Evaluation 30th September 2016 B Krishnamurthy (BKM)

Agenda Need for PMU Project Governance Structure Structure and objectives of PMU Introduction to Monitoring and Evaluation Need for Monitoring and Evaluation in e-Governance projects Key elements in a Monitoring and Evaluation framework

Project : Some Basic Concepts A project is a ‘temporary’ endeavor undertaken to create a unique service, product or result Has a definite beginning and a definite end Undertaken to create a lasting outcome Why ‘temporary’ Does not necessarily mean short in duration End is reached when objectives have been achieved or need for the project no longer exists 1. Explain the concept of ‘project’ and its uniqueness in terms of time, cost and specifications.

Examples of e-Governance Projects Health Management Information System – AP eSeva - Redefining citizen services MPOnline - A citizen services portal of GoMP, India New Pension Scheme Accounting System Rojgar Wahini Electronic Citizen Services Building State Data Centres / SWAN

Why Do Projects Need To Be Managed? They are performed by people They are constrained by limited resources They are temporary They produce unique results They involve uncertainty They are critical to the realization of strategic goals

Project Management Managing the project includes Project Management is the application of knowledge, skills, tools, and techniques to project activities to meet the project requirements. Managing the project includes Identifying requirements Addressing the needs and expectations of the stakeholders Balancing the competing project constraints including, but not limited to scope, quality, schedule, budget, resources and risk. 1. Project Management requires different set of skills as compared to the skills that are needed to efficiently run a government department’s ongoing activities.

Why Is Project Management Difficult? Mobilizing resources to meet the “specs” on time and within budget Scope Cost Timeframe

What is PMU? A group of professionals staff /resources to support the State in the various the activities that are related to the implementation of an e-governance Project in the State. PMU is responsible for achievement of the various deliverables of the project.

Objectives of PMU Progress monitoring w.r.t. time & cost vis-à-vis the Project Plan Issue and escalation management Coordination with different stakeholders / implementation agencies Generation and analysis of MIS, SLA deviation reports Contract and relationship management with vendors Assist Department on all matters relating to and incidental to the monitoring of system implementation and operations Quality assurance Risk management and ensuring business continuity

A Typical Governance Structure Empowered Committee Steering Committee PMU Technical Advisory Group

Governance Structure for e-Governance Project Governance Structure typically consists of: Strategy Level – Empowered Committee / Core Group Implementation Level – Steering Committee Day-to-day Monitoring – PMU Advisory Role – Technical Advisory Group (TAG) Steering Committee is necessary for: Providing strategic guidance to the project teams Taking decisions Giving necessary approvals Ensuring accountability

Role of Empowered Committee (Example only) Will provide strategic direction and guidance to the engagement. Will decide on policy level issues that need to be addressed from time to time Will be the final authority for approving all the engagement deliverables

Role of Steering Committee (Example only) Would provide operational guidance on the project Would participate in all meetings and periodically review progress of the project. Would be responsible for vetting the deliverables recommending acceptance of deliverables to the Steering Committee.

Monitoring and Evaluation of e-Governance Projects Define monitoring and distinguish it from the project evaluation Bring in the concepts of Input, Outputs, Outcomes and Impact.

e-Governance Project – Common Queries…… e-Governance Project Management Issues e-Governance Project – Common Queries…… How did stakeholders benefit from project? What did we achieve? Did we improve service levels???? Did we meet our goals and objectives? Did it improve the quality of services???

e-Governance Project Management Issues Outputs Vs Outcomes… Typical e-Governance programme outputs ‘Vision and strategy’ developed for the department ‘IT System’ has been developed ‘IT Infrastructure’ created ‘Data’ Digitized People trained….. Typical Programme management approaches focus on achieving these project outputs: ‘On time’ ‘to cost’ ‘to the specifications’…… Programme management approaches adopted today are designed to ‘monitor’ the activities and outputs on ‘time’, ‘cost’ and ‘specifications’…and if targets are achieved, project is declared success…

e-Governance Project Management Issues Outputs Vs Outcomes… What are outcomes??? An outcome is the desired result of an initiative undertaken to meet a need or solve a problem .e.g. To reduce the passport delivery time from 120 days to 3 days To improve literacy rate from 45% to 60% To minimise the leprosy rate from 15% to 5% To improve citizen satisfaction level from 60% to 90% Outcomes are final results supported by intermediate outcomes (benefits milestones). Also referred to as benefits Outcomes relate to vision and objectives set out for the programme/project Outputs are defined to measure programme performance and outcomes focus on business performance….

What is Monitoring? Regular observation and recording of activities taking place in a project or program Process of routinely gathering information on all aspects of the project Involves giving feedback about the progress of the project to the sponsor, implementers and beneficiaries of the project Tracks inputs and outputs and compares them to plan Identifies and addresses problems Ensures effective use of resources Ensures quality and learning to improve activities and services Strengthens accountability 1. Explain in detail the Monitoring and Evaluation of projects

What is Evaluation? A selective exercise that attempts to systematically and objectively assess progress towards and the achievement of an outcome An assessment of a planned, ongoing, or completed programme to determine its relevance, efficiency, effectiveness, impact and sustainability The intent is to incorporate lessons learned into the decision-making process Determines program effectiveness Shows impact Strengthens financial responses and accountability Promotes a learning culture focused on service improvement Promotes replication of successful interventions To make resource decisions Decision-making on best alternatives Support of public sector reform / innovation

Monitoring vs Evaluation Continuous: day-to-day Periodic: important milestones Documents progress In-depth analysis of achievements Focuses on inputs and outputs Focuses on outcomes and impacts Alerts managers to problems Provides managers with strategy and policy options Self-assessment External analysis Give comparison between Monitoring and Evaluation Give examples of Input, Output, Outcome and Impact of some e-governance initiatives

M & E Framework Level Description Frequency Inputs Resources that are put into the project. Lead to the achievement of the outputs Continuous Outputs Activities or services that the project is providing. Outputs lead to outcomes Quarterly Outcomes Changes in behaviors or skills as a result of the implemented project. Outcomes are anticipated to lead to impacts short to medium term Impacts Measurable changes in project status, Impact results are effects of the intervention. long term

Putting M & E, Outputs, Outcomes and Impact into context.. Literacy Improvement Programme Direction.. Inputs Outputs Outcomes Impact Policy Objectives Goals Funding Experts Infrastructure Schools e-Learning Facilities Teachers Increase in enrolment into schools Improved pass % of students Improved reach to education Increased literacy levels Monitoring Evaluation

Polio eradication programme Putting M & E, Outputs, Outcomes and Impact into context.. Polio eradication programme Direction.. Inputs Outputs Outcomes Impact Policy Objectives Goals Funding Medicines Resources Health camps Health campaigns Reduction in Polio % to <1 Healthy citizens and health nation Monitoring Evaluation

Thank you bkm.krishnamurthy@gmail.com bkmurthy@bkms.in